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Collaboration from the Trenches : Building your Internal Communities with Microsoft Teams

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Collaboration from the Trenches : Building your Internal Communities with Microsoft Teams

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Presented at Microsoft 365 Collaboration Conference in Las Vegas, NV, December 2021. Reviews steps to build organic adoption of Microsoft Teams and review of architecture and business outcome goals

Presented at Microsoft 365 Collaboration Conference in Las Vegas, NV, December 2021. Reviews steps to build organic adoption of Microsoft Teams and review of architecture and business outcome goals


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Collaboration from the Trenches : Building your Internal Communities with Microsoft Teams

  1. 1. FALL: Las Vegas, NV Dec 7–9, 2021 SPRING: Las Vegas, NV April 5–7, 2022 M365Conf.com MICROSOFT 365 COLLABORATION CONFERENCE Collaboration from the Trenches: Building your Internal Communities with Microsoft Teams D’arce Hess myTakeda Experience Design lead, Takeda @DarceHess
  2. 2. 2021/2022 April 5 – 7, 2021 MGM Grand Las Vegas, NV Dec 7 – 9, 2021 MGM Grand Las Vegas, NV In-Person – December and April
  3. 3. 04 myTakeda Experience Design Lead, Takeda Dhess@dhconsulting.me Office Apps and Services MVP https://darcehessllc.com https://www.linkedin.com/in/darcehess/
  4. 4. 5 Adoption Yammer Teams Architecture That’s a Wrap What is a Community Governance MOCA Microsoft Viva Agenda
  5. 5. Communities of Practice A community of practice (CoP) is a group of people who share a common concern, a set of problems, or an interest in a topic and who come together to fulfill both individual and group goals.
  6. 6. 7 Advocates Insight Social Local Types of Support • Interests • Sports • Non-Business related • Water-cooler conversations • Help Desk • How Do I? • Champions Network (share) • Communications • Role-based • Stakeholders • Executives • Champions (get) • Location-based • Office • Region • Language • Department/Function
  7. 7. 08 • Build transferable skills • Improve Emotional Intelligence Support System • Sharing of Information • New collaboration • Creativity Gives Each Person a Voice • Mental Health • Feeling Connected to Peers • A part of something bigger • Common Interests Sense of Belonging • Access to historical knowledge • Who can help? • How do I? Get Information or to Solve a Problem Why do People Join
  8. 8. Modern Collaboration Architecture Enabling Modern Collaboration – Microsoft Adoption
  9. 9. Communications Flow Large group communication (community/organisation) Bring new knowledge back to team Shared with larger community/ organisation & store employee experience Meeting discussion & outcome shared Need to have a conversation related to team outcome Presence required Sharing real time information for discussion Most effective way communication method, ideal for sensitive or important communications Follow up required Need to have a conversation with specific person/people One way instructional broadcast (transactional) To be consumed in people’s own time Need to have a discussion Urgent notification/ discussion One way instructional broadcast (persistence) Transactional Long term value
  10. 10. Community focus Community • Interest/passion • Facilitator • Innovation • Membership Community Organizational focus • Active & Visible Sponsorship • Culture of enablement • Open communications • Balanced focus on employees, customers & shareholders Yammer Knowledge and expertise Capture experience Harness collective knowledge Employee engagement Share innovative ideas Inner-source Community calls + events Video publish & broadcast Corporate Comms Corporate News Enterprise document store Data intelligence Organizational behaviour ⊆ Organization
  11. 11. Knowledge and expertise Inner-source Organizational behaviour Share innovative ideas Employee engagement Harness collective knowledge Community calls + events Capture experience Video publish & broadcast Corporate Comms Corporate News Enterprise document store Data intelligence 1. Membership is mandatory based on skills required 2. Recommended team size is 5-12 individuals 3. Focus on outcome delivery aligned with strategic priority of the organization 1. Membership is optional based on interest or passion 2. The larger the community, the better 3. Focus on learning, innovating, capture organizational experience and employee engagement Team Capture notes Team meetings Manage team time Track information & work Manage team tasks Store team files Schedule work dependencies Team instructions Share screen/present Our internal brand Chat with team members Performance insights Ideate Manage shift-work Community + Organization
  12. 12. 013 Let’s Talk Adoption There are multiples ways to gain adoption. What’s the best approach for you? Top Down Bottom Up
  13. 13. 014 Top Down Adoption Cons • Poor Leadership Impact • Less room for creativity • Team disengagement • Lower proximity to decision makers Pros • Widespread familiarity • Clearer Communication • Difficulties are easily identified • Faster implementation • Governance
  14. 14. 015 Bottom Up Adoption - Recommended Cons • Lack of cohesion • Alignment with corporate vision • Need for Governance checks Pros • Encourages collaboration • Empowers your team • Better alignment • Encourages creativity • Boost morale
  15. 15. What are your options? Microsoft Teams Yammer
  16. 16. Microsoft Teams Communicate through chat, meetings & calls Collaborate with deeply integrated Office 365 apps Customize & Extend with 3rd party apps, processes, and devices Work with confidence enterprise level security, compliance, and manageability
  17. 17. Teams Architecture Teams Channels Private Channels
  18. 18. Expectatio ns
  19. 19. Realit
  20. 20. 021 Phased Providing a phased approach will allow you to make clear decisions, measure ROI, and plan for scalability while having a clearly defined change management process. • Essential Roles • Team Functionality • Access Controls Get Started • Who • Governance • Use Cases • Feedback • Support Experiment • Define Outcomes • Measure Success Scale
  21. 21. Executive Sponsor Program Manager Champion s 22 What Understanding your roles will help you determine your feedback loops and who are the people who are going to support your vision and deployment
  22. 22. WHO CAN CREATE TEAMS Who is the initial set of users? IT-Led or Self-Service Creation? TEAMS NAMING CONVENTIONS Should there be consistency or search, manual or automated? GUEST ACCESS Is there a need to collaborate with those outside your organization? APPROVED APPS Do you have custom apps? ARE MEETINGS INCLUDED Is call quality and meeting quality on the list to test? LENGTH OF EXPERIMENT How long is the initial roll-out before going org wide and expanding? Governance
  23. 23. • Enable in Teams Admin Center • Access can be grated to existing Teams Channels in Microsoft Teams • Teams Admins can control which features guests can and can’t use in Microsoft teams • Gives access permission to an individual user Guest Access
  24. 24. • Configure in Teams Admin Center • No access to Teams or Teams Resources • External users in other domains are allowed to find, call, chat and set up meeting with you • By default, all external domains are allowed, with option to add allowed domains or blocked domains External Access
  25. 25. Number of Teams User can Create 250 Teams a user can be a member of 1,000 Number of members in a team 25,000 Number of Org-Wide Teams allowed 5 Number of members in an org-wide team 10,000 Total number of teams an organization can have 500,000 Number of channels per team 200 including deleted channels Number of private channels per team 30 Number of members in private channel 250 Audience Size for a live event 10,000 (20,000 till Jan. 2021) General Limitations (as of 12/8/2021)
  26. 26. Microsoft Viva is an employee experience platform that brings together communications, knowledge, learning, resources, and insights in the flow of work. Powered by Microsoft 365 and experienced through Microsoft Teams, Viva fosters a culture that empowers people and teams to be their best from anywhere.
  27. 27. 028 Discover knowledge within the organization no matter where you are. DEMO
  28. 28. 029 • Uses AI –based task suggestions and meetings • Shows where you are spending your time • Send praise to colleagues to build relationships • Take a break and remember to breath! • See your To Do list DEMO
  29. 29. © 2020 Crouch all rights reserved 30 VIVA Find all of your learning content in a singular location. • Over 100+ LinkedIn Learning Courses • Add your own internal content • Microsoft Learning content DEMO
  30. 30. 31 Where does Yammer fit in?
  31. 31. Connect and engage people across the organization Yammer In Teams. In Outlook. In SharePoint. In Viva. In custom apps & intranets. Across web, mobile, Windows and Mac.
  32. 32. Yammer Connect and engage people across the organization Microsoft Teams Collaborate with your workgroup to get stuff done Community Knowledge Inclusion Leadership Communication Chat Meet Call Collaborate Automate Add the Communities app Pin it to the app bar
  33. 33. QUESTIONS?
  34. 34. Thank you. Get In Touch dhess@dhconsulting.me @darcehess Darcehessllc.com

Hinweis der Redaktion

  • Time sensitive

    People don't think about sharing information that might be useful broadly

    -TED Talk Stanley McCrystal

    Taking the MOCA down to an individual level, and how we work every day, we use this idea of the audience and the value to help understand what belongs where when it comes to communication. So lets start and look at the flow of the information from this individual through the organisation:
  • Communities are a great place to find and share information, innovate by building on ideas of others and learn by exchanging experiences and skills. This enables leaders across the organisation to keep employees engaged, promoting transparency, diversity and inclusion.

    A community is typically coordinated by a community facilitator and offers a number of different ‘needs’ to its members.

    Healthy communities drive knowledge creation, retention and application across the organisation. They keep the people tapped onto the heart-beat of the everyday and ensure that their wisdom and experience is retained for future generations of employees.


    For an organisation to be “productive” and imbibe good behaviours, the leadership must develop the right enablement culture through new ways of collaborating, communicating and sharing information - that focuses on creating a learning mindset.

    According to research done by Prosci, The #1 obstacle to success for a major change, is ineffective sponsorship.
    An “Organization” is defined as - Social units (or human groupings) deliberately constructed and reconstructed to seek specific goals by coordinating the actions of their members.

    The organisational perspective explore the generic capabilities that need to be established across the wider organisation, and include – the ability to assess organisational behaviour, live broadcasting, corporate communications & news, as well as the ability for people across the different business areas to create their own simple business solutions. Once again, the Microsoft 365 suite of technologies provide a holistic set of tools and applications that enable these core capabilities of every modern organisation.
    Yammer is the Community Management Platform in Microsoft 365 and we see typically see News, Social and Center of Excellence as the most common type of communities.


  • Now, before we go forward, lets talk about some major differences between a team, and a community.

    Let’s reflect on the definition of a team – a group of individuals, with interdependent activities that work together, towards a common goal.

    So, the membership of each team member is mandatory, given that there is a dependency on their skills sets and their ability to complete their tasks.

    Now think about this – each interdependency within the activity create additional risk towards achieving the outcome, and thus it is critical to manage the team size and the efficiency in team processes.

    Research done by the Wharton University of Pennsylvania recommends that the ideal team size is between 5-12 members, which mitigates against the exponential increase in risk and focuses on getting work done.

    With communities on the other hand, member is based on your interests. As employees need to tackle different challenges, they community membership also changes. The larger the community, the more perspectives members can benefit from. And where teams focus on outcome delivery, often aligned to the strategic priorities of the organisation, communities are there to ensure that employees are learning, growing, innovating and sharing the organisational experience.
  • In Microsoft 365, Yammer is the tool to connect and engage people across the organization.
    That’s Yammer’s strategic position in the suite.

    Yammer provides a set of differentiated superpowers to drive scenarios that are critical for organizations, particularly in these times of hybrid work. Those scenarios include:

    Fostering community and connectedness. Yammer uniquely connects people across their working groups and flattens business silos. Yammer enables people to form communities around shared roles, initiatives, topics and interests. Conversations in Yammer are open by default, and Yammer enables people to serendipitously discover and connect valuable content, people and topics across the organization.
    Communicating and engaging at scale. Communicators can reach and engage everyone in the organization, at scale. We have customers using Yammer to drive company-wide communications to hundreds of thousands of employees and frontline workers. Communicators can also use communities to define audience segments within an organization, and target messages more effectively. And when you post an announcement in Yammer it will reach your audience across Outlook, Teams, and Viva Connections, across web, PC, Mac, iOS and Android. Importantly, that means Yammer is the omni-channel communications tool in Microsoft 365.
    Harnessing knowledge, answers and ideas. Communities are a place where people can come together to share best practices, ask and answer questions, solicit feedback, and generate ideas, together. We see customers getting significant business value with communities around topics, job roles, initiatives, and internal products and services.

    Yammer supports these scenarios natively in our web, desktop and mobile apps, and we’re working hard to integrate Yammer’s superpowers and these scenarios into Teams, Outlook, SharePoint, Viva and even into your custom applications and intranets.

    So Yammer is about connecting and engaging people across the organization. That broad set of outcomes and those scenarios have become more important than ever over the last 21 months. During the pandemic, organizations clamored to move their work to the cloud. They did a great job of figuring out how to keep work going, and many of you were directly involved with the success of your customers in in moving to the cloud.

    But the pandemic also put stresses on organizations outside of individual working groups. It was more than just how do you keep collaborating and meeting in the cloud, but how do you drive culture? How do you drive organization wide communication? How do you break down barriers to share knowledge? How do you encourage people to connect and foster extended networks?
    Individual connections have been shown to be critical to employee well being and success.

    Those scenarios drove astronomical growth of Yammer over the past 2 years. Yammer now supports tens of millions of people every month, making it one of the largest enterprise communications platforms in the world.

    Let’s dive into how we’re enabling community and discovery in your organizations.